GL Define Financial Reports

General Ledger > Financial Reporting > GL Define Financial Reports

GL Define Financial Reports

You use this program to set up the format and definitions of financial reports you want to print in your General Ledger module.

The Financial Report Writer is specifically designed to extract data only from the General Ledger. The Report Writer programs can be used to extract data from other modules, including the General Ledger.

You can produce consolidated financial reports for multiple companies using the Financial Report Writer, providing you are sharing the General Ledger files for those companies (see Company Setup).

Toolbar and menu

Field	Description
Edit
Copy	Create a new report by copying an existing report definition (see Copy Report Definition).
Functions
Import	Import financial report definitions from another SYSPRO database (see Import Report Definition).
Export	Export financial report definitions to a file that can be imported into other SYSPRO databases (see Export Report Definition).
Preferences
Default Report Options	Configure default settings you want to apply when you add a new report definition (see Report Options).

Listview columns

The currently defined report definitions are displayed in this listview.

Column	Description
Report code	Indicates the code assigned to the report definition.
Type	Indicates whether the report is a standard report that prints normally (Report) or an XML document that can be viewed using a web browser (XML).
Title	Indicates the description of the report.

Report Wizard

When you add a new financial report, the report wizard is automatically enabled. The wizard helps you to create a financial report for printing or for publication as an XML document.

The options you define using the wizard can be maintained at a later stage.

Field Description

Report

You use this field to enter the name (code) of the report.

You should try to select meaningful report names, so that you are able to identify them easily and access them quickly.


	Once the report has been created, the report name cannot be changed.

Title

The report title indicates the description of the report. You can define your own report titles, utilizing a format that is meaningful to your company.


	Once the report has been created, the report title can be changed using the Report Options functions.

What type of report output do you wish to create

This indicates the type of report output that you wish to create.


	Once the report has been created, the report type can be changed using the Report Options function.

Report suitable for normal printing

Select this to create a standard report that prints normally.

You must select this option if you want to be able to generate the report using SYSPRO Reporting Services (SRS). See SYSPRO Reporting Services.

Report created as an XML document for web viewing

Select this to create an XML document that can be viewed using a web browser. Such reports are constructed as XML documents which also makes the content suitable for exchanging the data with other companies.

If you select this option, then you will be unable to generate the report using SYSPRO Reporting Services (SRS). See SYSPRO Reporting Services.

What type of report do you want

Use report template Select this to use a report template supplied by SYSPRO to create your report outline.

Create my own

Select this of you want to define your own report outline, without using a template.

If you select this option, then the Create Report Outline function is enabled.

Create report outline

This function enables you to define the columns required for your report.

You use this function to define the type of information you want to include in each column of your financial statement.

Include detail lines from template

These options are only available if you selected the Use report template option.

Select this, if you want your report to include some standard detail lines that will make your report usable immediately.


	You can remove these lines or modify them later.

Balance sheet This template includes statement of assets, liabilities, capital and profit/loss for year to date.

Income statement - actual versus budget This template includes the income statement lines analyzing revenue, expenditure and profit/loss for actual and budget for month and year to date.

Income statement - month by month This template includes income statement lines analyzing revenue, expenditure and profit/loss by month and totalled for the year to date.

Income statement - month and year to date This template includes income statement lines showing revenue, expenditure and profit/loss for month, year to date and previous year.

Trial balance This template is for a classical trial balance showing accounts with balances in debit or credit columns.

Use template Select this function to apply the template you selected.

Modify Report Outline

Select this function if you want to modify a selected template.

This can either be done immediately, or at a later stage.

What detail lines do you require on your report The body of the report contains details of the accounts to print, and how totals should be calculated and printed.

Detail Lines You use this function to define the detail lines that you want to print on the financial report.

What report options do your require These options control formatting of numeric values and account code selection.

Report Options Select this to define the default report options for this specific report (see Report Options).

What headings do you require on your report

Headings You use the Headings function to enter headings for your columns.

What multi-columns do you require

Multi-column Headings You use this function to print text across a set of individual column headings.

XML document information

The following information is only required when creating an XML document:

The G/L report writer creates a series of XML documents (.xml files) as well as some XSL documents (.xsl files). The XML documents contain the data used in the report, whereas the XSL files are used to transform the XML data into a HTML format, suitable for rendering in a web browser. Additionally, there are Cascading Style Sheet (CSS) files that contain the formatting for the web pages (e.g. fonts, colours, etc).

It is important to understand that one report may generate many files or documents and that these files have to be stored in a directory that you specify. This directory MUST be unique for each report created, otherwise existing XML documents may well be overwritten by subsequent reports.

Once a report has been executed and the appropriate XML files created in a specified directory, you can revisit the report in a web browser for as long as those files remain there.

Viewing a G/L report in a web browser does not require your to have SYSPRO or any other application running. In addition, the web-based report does not access any live SYSPRO data files; the web-based report is completely self-contained. This means that you can package all the files in any document directory and send them to a third-party via email for viewing remotely. Alternately, the web-based report can be viewed by anyone who has access to a web browser, and where the web browser has appropriate access to the document directory.

You can use SYSPRO's built-in XML Report Viewer to view any XML document. The XML report viewer allows you to drill right down to the original source documents that created a transaction. Additionally, you can edit any XML-based report directly within the report viewer - this makes visually editing an existing report easier.

The files or documents created by the G/L report writer are all stored in the same document directory.

The following list details the files created:

Documentname.xml

This is the primary document that is created. It is an XML document that contains the data about the primary report, and it also contains a link to an XSL document that contains the script coding to transform the XML document to an HTML page.

Example: You specify that the XML document name is TEST. Files created: TEST.XMLTEST.XSL
Theme.css

This is the theme you selected for the report. The G/L report writer is supplied with a number of pre-defined themes, which are in effect CSS files. When the report is being created the selected theme file is copied into your document directory.
gldetail.css

This contains the CSS elements for formatting the account page.
gltrn.css

This contains the CSS elements for formatting the transactions page.
nnnnn.xml

A web-based report can optionally drill down to the G/L Accounts that were used to make up the item value in the columns. The list of accounts used are stored in XML documents numbered 00001.xml upwards. trnnnnn.xml A web-based report can optionally drill down to the transactions for each G/L account. The transactions are stored in XML documents numbered tr00001.xml upwards.
Images

A number of GIF and/or JPG images may be copied into your document directory depending on which theme is selected.

Document name

You can enter any suitable name to create the primary XML document.

The name cannot contain a space, and the following characters have a special meaning in XML and therefore cannot be used in the name: < , > , or &.

Do not enter any extension. The extension .xml is added automatically.

You can change the name at any time. However, it is recommended that you use reasonable names in order to subsequently identify the reports.

For example:

If the document name is defined as: XML60 and the document directory is defined as: C:\Temp\ReportXML60, then when the report is executed, the following files are created: C:\Temp\ReportXML60\XML60.XMLC:\Temp\ReportXML60\XML60.XSL

Also, depending on the report options, various theme files are created: C:\Temp\ReportXML60\GLDETAIL.CSSC:\Temp\ReportXML60\GLDETAIL.XSL When creating user-defined themes, there are a number of other additional files that are created.

GL Report Writer Definition

This screen is displayed when you change a financial report:

Field	Description
Report	This indicates the code of the report you are maintaining.
Title	This indicates the title defined for the report code.
Function
Report Options	You use this function to maintain the default report options for the report. See Report Options.
Run-time Prompts	You use this function to maintain up to 15 variables that you want to be prompted for at the time of running the report. See GL Run Time Prompt Maint.
Column Maintenance	You use this function to determine the type of information you want to include in each column of your financial report. See GL Column Maint and Browse.
Detail Line Maintenance	You use this function to add and change the detail lines that you want to print on the financial report. See GL Detail Lines.
Header Maintenance	You use this function to specify the information you want to print at the top of the report. See GL Header Footer Maintenance. The program defaults to using a standard header, which comprises three lines of text in the format of typical SYSPRO reports.
Footer Maintenance	You use this function to specify the information you want to print at the bottom of the report. See GL Header Footer Maintenance.
Multi-column Headings	You use this function to print text across a set of individual column headings. See GL Multi-column Headings. For example: You would use multi-column headings to show the field: <--- Period-to-date ---> over column headings for actual and budget ledger values.
Execute Report	You use this function to run the report and optionally to debug the report. See Execute Report.
Close	Select this to return to the listview of defined financial reports.

Report Options

When you access the program for the first time, you need to define your default report options.

You use the Default Report Options option (accessed from the Preferences menu) to define the default settings that you want to assign to all new reports.

Although these default settings are automatically applied to reports you add, they can be changed against the individual reports as you define them.

If you define these preferences carefully, then you can save time by reducing unnecessary maintenance when adding new reports.

Once you have defined a report, you use the Report Options function to maintain the default report options for that specific report.

Field

Description

Report

This displays the code of the report for which you are applying the defaults.

This field remains blank when you initially set the default preferences for the financial reporter writer.

Report Title

This displays the report title of the report for which you are applying the defaults.

This field remains blank when you initially set the default preferences for the financial reporter writer.

Currency symbol

The entry made here can be printed in columns, both for detail lines and totals on the report.

If you want to enter a currency at run time, then you must leave this field blank. If you enter a currency at this field, then this is the currency that will be printed on the report, irrespective of your entries at run time.

Report type

Report

Select this to output new financial reports to your default printer.

Display

Select this to display new financial reports on the screen.

Extract

Select this to extract new financial reports to a file for use within a third party application's software.

Extract Options

For Extract type reports, indicate the file to which you want to output the report contents. This enables you to import the file into a third-party application's software.

Extract file name

Indicate the name of the file to which you want to output the report contents. The full pathname must be entered.

Include headers and footers

Select this option to include the report's headers and footers in the export file. You normally choose to exclude the report's headers and footers if you plan to import the extract file into a spreadsheet to use as raw data.

File options

Create file

Select this to create a new extract file each time you run the report.

The file is overwritten if it already exists.

Append to file

Select this to add the contents of the extract file to end of the file each time you run the report.

Select this to accept the extract options you selected.

Cancel

Select this to return to the previous screen.

XML

Select this to enable the XML Wizard that will take you through the necessary steps to create a simple XML document.

XML Wizard

Select this to use the XML wizard to create the xml document.

Company selection

All companies when run

Select this to process financial reports for all companies entered at the time of running the financial report.

Only specified company

Select this to process financial reports only for the company specified at the Company id field below.

Exclude specified company

Select this to process financial reports for all companies except the company specified at the Company id field below.

Selected by report line

Select this if you want the system to prompt you for the company that you want to include, on each detail account line.

Company

This indicates the company ID of the only company to be included or excluded for financial reports, depending on the option you selected in the previous fields.

This option is only enabled if you selected either the Only specified company or Exclude specified company options.

Account selection

If you select the option Ledger code, or Report index 1 or Report index 2, then the entire report is based on the either the ledger code or the index selected and cannot be changed per line.

If you want to be able to select individual ledger codes based on your own criteria, you must select the option: Selected by report line.

Ledger code

Select this if you want the system to select accounts for inclusion in the report according to the ledger code.

Selected by report line

Select this to be able to indicate the accounts to print in each section on each detail account line (see Account Selection Maintenance).

If you select this option, then you can select to print details for a range of ledger accounts within a specific report index.

If you do not select this option, then although you will be able to select account codes based on the Ledger code, Report index 1 or Report index 2, you will be unable to select to print specific account codes within Report index 1 and Report index 2.

Report index 1

Select this be able to select accounts for inclusion in the report according to the financial report index 1 defined against each ledger code (General Ledger Codes).

Report index 2

Select this to be able to select accounts for inclusion in the report according to the financial report index 2 defined against each ledger code (General Ledger Codes).

Selection by group code required

Select this to select account codes based on a group code when defining detail account lines.

For example: Group code A1 could mean "include this account on the cash line of the balance sheet". Group code B1 could mean "include this account on the Accounts Receivable line of the balance sheet", etc. In this way, you can automatically assign accounts to the correct place on the financial statement without having to worry about account ranges, account masks, or maintaining the financial statement every time you add a new account.

However, because you only have one group code for each ledger account (General Ledger Codes) you cannot use the group code for multiple financial reports if you group your accounts differently on each of the reports.

Run time-mask

Select this option to limit the inclusion of accounts to those matching a pattern or mask when running the report.

For example: You may have a report that prints a profit and loss report for your company. Using a run-time mask and a suitable account structure, you could use that same report to produce a profit and loss for just one department or division of your company. To be able to do this, the department or division must be included in the account code in the same position (e.g. 6th and 7th digits) as the account code. You can then enter an account mask with question marks in the first 5 positions and the department or division number in the 6th and 7th. Of the accounts selected on the detail account lines, only those that include the department or division number in the 6th and 7th position are included in the report.

Run-time mask required

Select this to use a run-time mask.

Default mask

If you require a run-time mask, then you must indicate a default mask containing at least one wildcard character (i.e. * or ?).

The wildcard character ? means that any character is valid in this character position, while the wildcard character * matches all characters from this character to the end of the pattern. Thus, an * can be placed at the end of an account to indicated that the remaining characters must not be validated.

Examples of Valid Masks:

Your entry	Selects the following
AA*	All ledger codes starting with AA
AA-???-01	All 9 character ledger codes starting with AA and ending with 01
*	All ledger codes
???	All ledger codes with exactly 3 characters
??????12	All 8 character ledger codes ending with 12
??????12*	All ledger codes with 12 in the 7th and 8th positions

Examples of Invalid Masks:

Your entry	Is invalid because
1200-430	no wildcard characters were entered
AA*01	the * wildcard character is not the last character in the mask

Passwords

Define a password for maintaining or running the report.

Change password to run report

Select this to use the Password System program to define or change a password for running the report.

Once defined, the password will have to be entered by the operator before the report can be run.

Change password to maintain report

Select this to use the Password System program to define or change a password for maintaining the report.

Once defined, the password will have to be entered by the operator before the report can be changed.

Select this to save your selections.

Select this to return to the previous screen without maintaining a password.

Security

Define the security you require for maintaining or running the report.

Change security to run report

Select this to define the list of operators who can or cannot run the report.

Change security to maintain report

Select this to define the list of operators who can or cannot maintain the report.

Select this to save your selections.

Cancel

Select this to return to the previous screen without maintaining the security.

Numeric Format

Select this to indicate how you require ledger values to be formatted in each of the report columns.

Numeric format

Indicate the format you require for numeric values.

Negative format

The selection you make here is used by the system to determine how negative values are to be displayed on the report.

Credit values are stored as negative numbers, and debit values are stored as positive numbers.

Rounding

The selection you make here is used by the system to round ledger values in each of the columns to the nearest unit (e.g. Dollar, pound), nearest thousand or nearest million.

Units

Select this to round to the nearest unit.

Thousands

Select this to round to the nearest thousand.

Millions

Select this to round to the nearest million.

Decimals

The selection you make here is used by the system to determine the number of decimals to include in each of the rounded ledger values included in the columns of the financial report.

None

Select this to exclude all decimals.

One

Select this to include a single decimal.

Two

Select this to include 2 decimals.

Zero values

The selection you make here determines how zero values are represented on reports.

Zero

Select this represent zero values as the number zero.

Blank

Select this to print zero values as blank.

Hyphen

Select this to represent zero values as a hyphen (-).

Select this to accept your selections and to return to the previous screen.

Cancel

Select this to return to the previous screen, ignoring any changes you made.

Page Format

Select this to indicate how you want to format the page dimensions of the report.

The range of values you can enter for each option are displayed in brackets after the option.

Page length (30-99)

This indicates the number of lines on the page, including the top and bottom margins.

The default is 66 which assumes an 11 inch page printing 6 lines per inch.

Top margin (0-20)

This indicates the number of blank lines you require at the top of each page before the first header line.

Bottom margin (0-20)

This indicates the number of blank lines you require at the bottom of each page after the footer.

Line width (75-300)

This indicates the width of the report in characters. This value, together with the indentation, determines the total width of the report.

Indentation (0-60)

This indicates the number of characters that the report must be indented from the left side of the page.

Select this to accept your selections and to return to the previous screen.

Cancel

Select this to return to the previous screen, ignoring any changes you made.

Multiple Sections

Select this to print information from more than one ledger code across the same print line.

This enables you, for example, to compare branches, departments, cost centers, companies, etc, across the page.

Multiple sections required

You must select this option in order to define and use this function.

Number of sections

Indicate into how many sections you want to divide the page.

An entry in the range of 2 to 9 can be entered.

Account selections

Mask for each section

Select this to enter one mask for each section of the page and one set of account selections for the detail line.

Selected by account line

Select this if on each detail account line, you want to be able to indicate the accounts to print in each section (see Account Selection Maintenance).

If you select this option, then you can select to print details for a range of ledger accounts within a specific report index.

Both mask and by account line

Select this to specify a wildcard mask for each section, and on each detail account line you want to indicate the accounts to print in each section.

Section masks

Enter the wildcard mask required for each section of the report.

You cannot define section masks here if your account selection is based on the Selected by report line option.

Select this to accept your selections and to return to the previous screen.

Cancel

Select this to return to the previous screen, ignoring any changes you made.

Save

Select this to save the preferences you selected.

Select this to exit the program without saving the changes you made.

G/L Report Writer Security - By Operator

This screen is displayed when you select the Change security to run report option from the Security screen. It enables you to define the list of operators who have access to running the report.

Field	Description
Report writer security	These options are mutually exclusive. You cannot have one list of operators who can run the report and another list of operators who cannot run the report. You can only have one list of operators who can either all run the report or cannot run the report.
All operators can run report	Select this if you want all operators to be able to run the report.
Listed operators can run report	Select this if you want to define selected operators who are allowed to run the report. You use the Define list of operators options to define this list of operators.
Listed operators cannot run report	Select this if you want to define selected operators who are not allowed to run the report. You use the Define list of operators options to define this list of operators.
Define list of operators	These options enable you to define the list of operators who are or are not allowed to run the report, depending on your selection at the Report maintenance security option. These options are not enabled if you indicated that all operators can run the report.
Copy Maintenance Security	Normally, the operators who can maintain a report would also be given the authority to execute the report. You use this function to copy the list of operators you defined as being able to maintain the report to the list of operators who can also run the report. This saves you from having to define the list of operators twice - once for maintaining the report and once for executing the report. This function is not available if you selected the option: All operators can run the report.
Operator	You use this field to enter the operator code you want to add to the list.
Add	Select this to add the operator to the list of operators who can/cannot run the report. Up to 20 operators can be added to the list.
Remove	Select this to delete the highlighted operator from the list.
Replace	Select this to simultaneously delete the highlighted operator from the list and add the operator defined in the Operator field to the list.
Clear All	Select this to remove all operators from the list.
Close	Select this to accept the information you entered and to return to the previous screen.

G/L Report Maintenance Security - Operators

This screen is displayed when you select the Change security to maintain report option from the Security screen. It enables you to define the list of operators who have access to changing the report.

Field	Description
Report maintenance security	These options are mutually exclusive. You cannot have one list of operators who can edit the report and another list of operators who cannot edit the report. You can only have one list of operators who can either all edit the report or cannot edit the report.
All operators can edit report	Select this if you want all operators to be able to change the report.
Listed operators can edit report	Select this if you want to define selected operators who are allowed to maintain the report. You use the Define operator list options to define this list of operators.
Listed operators cannot edit report	Select this if you want to define selected operators who are not allowed to maintain the report. You use the Define operator list options to define this list of operators.
Define operator list	These options enable you to define the list of operators who are or are not allowed to maintain the report, depending on your selection at the Report maintenance security option. This option is not enabled if you indicated that all operators can edit the report.
Operator	You use this field to enter the operator code you want to add to the list.
Add	Select this to add the operator entered in the previous field to the list of operators who can/cannot edit the report. Up to 20 operators can be added to the list.
Remove	Select this to delete the highlighted operator from the list.
Replace	Select this to simultaneously delete the highlighted operator from the list and add the operator defined in the Operator field to the list.
Clear All	Select this to remove all operators from the list.
Close	Select this to accept the information you entered and to return to the previous screen.

Rounding (G/L Financial Reports)

When defining financial reports, you have two options which control how to round the values which are printed: Rounding (Units, Thousands. Millions) and Decimals (None, One, Two). When you use these two options, there will be instances where values printed on the report represent actual values rounded up or down by a certain amount. The difference between the actual value and the rounded value is referred to as the rounding error.

Examples:

Value	Rounding	Decimals	Printed Value	Added to Totals	Rounding Error
12345.67	Units	Two	12345.67	12345.67	0
12345.67	Units	One	12345.7	12345.70	0.03
12345.67	Units	none	12346	12346.00	0.33
12345.67	Thousands	Two	12.35	12350.00	4.33
12345.67	Thousands	One	12.3	12300.00	45.67-
12345.67	Thousands	None	12	12000.00	345.67-
1234567.9	Millions	Two	1.23	1230000.00	4567.89-
1234567.9	Millions	One	1.2	1200000.00	34567.89-
1234567.9	Millions	None	1	1000000.00	234567.89-

The rounded values that are printed are the values added to the totals that you can print on report total lines. These total values are sorted in report variables TOTxCnn, which are total levels 0 to 9 for columns 1 to 50. The rounding error is accumulated by column in the report variables RNDnn, which are for columns 1 to 50. Unless you manipulate the values accumulated in these RNDnn variables, they accumulate the total rounding error by column, regardless of any total lines you print. You can access the RNDnn variables in calculation and variable lines when defining a report. They are available for you to view when using the debugging mode from the Execute Report function of the GL Define Financial Reports program.

Run time Prompts

You use the Run-time Prompts function to maintain up to 15 variables that you want to be prompted for at the time of running the report.

Field	Description
Add	The following fields are displayed when you add a run-time prompt variable.
Prompt
Sequence	This field enables you to indicate the specific number in the sequence that you want the run-time prompt to be requested.
Variable	This field enables you to enter a specific type of variable that you want the system to request when you run the report. See Valid Variables.
Text	This field enables you to enter the specific wording that you want the system to display on the screen when the run-time prompt is requested.
Allow spaces or zeros	If you defined a report value variable (i.e. VAL1-250), then this option enables you to indicate whether a zero value is valid when the report is run. If you defined a report text variable (i.e. TEXT1-8) then this option enables you to indicate whether a blank entry is valid when the report is run.
Save	Select this to save the information you entered.
Close	Select this to return to the previous screen.
Change	The following fields are displayed for the highlighted variable when you select the Change function:
Prompt
Sequence	This indicates the specific number in the sequence that the run-time prompt is requested.
Variable	This indicates the variable type assigned to the variable. Valid variable types are described in the table above (see Add function).
Text	This indicates the wording that is displayed on the screen when the run-time prompt is requested.
Allow spaces or zeros	If you defined a report value variable (i.e. VAL1-250), then this option enables you to indicate whether a zero value is valid when the report is run. If you defined a report text variable (i.e. TEXT1-8) then this option enables you to indicate whether a blank entry is valid when the report is run.
Save	If you defined a report value variable (i.e. VAL1-250), then this option enables you to indicate whether a zero value is valid when the report is run. If you defined a report text variable (i.e. TEXT1-8) then this option enables you to indicate whether a blank entry is valid when the report is run.
Close	Select this to return to the previous screen.
Delete	This function enables you to remove the highlighted variable from the variables requested at run-time.
Confirm Deletion	When you select the Delete function, you must confirm the deletion of the highlighted run-time prompt variable.
OK	Select this to delete the highlighted variable.
Cancel	Select this to return to the previous screen without deleting the variable.
Select
Close	Select this to return to the previous screen.

Valid Variables

Valid variables and their usage are outlined in the following table:

Variable

Description

Usage

VALnnn

(where n is a number in the range 1 to 250)

Report value

You can use up to 250 report values in the report, up to 15 of which (the maximum number of prompts allowed) can be requested at run-time.

At run-time you can enter values to be used in calculations.

PERn

(where n is a number in the range 1 to 8)

Ledger period number.

You can define up to 8 different period selections to be asked at run time.

At run-time you can select the period for which you want to print the report.

If the Current period is selected, then the Current year must be used.

You cannot run the report for the Current period and the Previous year (for example).

If you select a Previous year, then a Period number must be entered. If not, then the program defaults to the number of financial periods defined (e.g. 12).

YEARn

(where n is a number in the range 1 to 8)

Ledger year

You can define up to 8 different year selections to be asked at run time.

At run-time you can select the year for which you want to print the report.

If the Current period is selected, then the Current year must be used.

You cannot run the report for the Current period and the Previous year (for example).

If you select a Previous year, then a Period number must be entered. If not, then the program defaults to the number of financial periods defined (e.g. 12).

QTRn

(where n is a number in the range 1 to 8)

Ledger quarter

You can define up to 8 different quarter selections to be asked at run time.

At run-time you can select the quarter for which you want to print the report.

DATEn

(where n is a number in the range 1 to 8)

Date entered at run time

You can define up to 8 different date selections to be asked at run time.

At run-time you can enter the date to be printed in the header and footer.

TEXTn

(where n is a number in the range 1 to 8)

Text entered at run time

You can define up to 8 30-character text strings to be asked at run time.

At run-time you can enter text to be printed in the header and footer.

Column Maintenance

You use the Column Maintenance function to determine the type of information you want to include in each column of your financial statement.

The Column Maintenance screen is divided into two parts: The Detail section (indicating the formatting selections you have made for the column) and the Preview section (enabling you to view the end result of any formatting performed in the Detail section of the screen).

Field	Description
Add	Select this to use the GL Report Column Browse program to add columns to the report and to define the details relevant to the type of column.
Change	You use this function to maintain the highlighted column.
Delete	You use this function to remove the highlighted column from the report.
Save	Select this to save the information you entered for the report.
Close	Select this to exit the program.

Add a Column

You use the Add function to add columns to the report and to define the details relevant to the type of column.

Field	Description
Column type
Ledger field	Ledger fields can contain account text (e.g. The ledger code, description, group code, etc) or account values associated with a ledger code (e.g. Balances).
Calculated	Select this if you want the column to include values from other columns and variables.
Blank	Select this if you want this column to be used to create space between columns.
Ledger field	Enter the ledger account from which the data for the column must be taken. This field is only available if you selected the Column type as Ledger field. You can use the Browse icon to view and select the available ledger fields (see Ledger Field Query).
Define Column	This function enables you to set up the options for the column type you selected. If the Column type is defined as Ledger field, then the Ledger Field Column Definition screen is displayed. If the Column type is defined as Calculated, then the Calculations screen is displayed. If the Column type is defined as Blank, then the Blank Column Definition screen is displayed.
Close	Select this to return to the previous screen.

Listview

As you add columns to the report, the column details are displayed in a listview.

The following information is included in the listview for each column:

Column	Description
Column	Indicates the column number within the report.
Column type	Indicates whether the column is a ledger field, is calculated or is blank.
Field	Indicates the ledger account from which the data for the column must be taken. This is displayed if the Column type is a Ledger field.
Print	Indicates whether the column must be printed on the report.
Width	Indicates the width of the column in characters.
Show currency	This defaults to Yes, unless: the column is not being printed (No is indicates in the Print column) the Column type is defined as Blank the Column type is defined as Calculated and the result is a percentage the Column type is defined as Ledger and the ledger field is a text type

Ledger Field Query

Field	Description	Comment
ACCNO	Account number	The account code
ACCDES	Account description	The description for the account code
ACCGRP	Account group code	The group code defined against the account (see General Ledger Codes).
ACCGRPD	Account group description	The description for the group code. Group codes are defined using the GL Groups program.
ACCTYP	Account type	The account type defined against the account (see General Ledger Codes).
ACCIDX1	Account index 1	The report index 1 defined against the account (see General Ledger Codes).
ACCIDX2	Account index 2	The report index 2 defined against the account (see General Ledger Codes).
ACCCOMP	Account company ID
BALCUR	Current balance	This retrieves the current account balance directly from the talbe/file and is not calculated. You therefore cannot drill down to the transactions which make up this balance. This is useful if you want to produce a quick report of balances as the system does not have to process transactions to produce the report.
BALOPENP	Opening balance for period	This is the opening balance for the period and is a calculated field. The drill down facility is therefore available for this field.
BALOPENQ	Opening balance for quarter	This is the opening balance for the quarter and is a calculated field. The drill down facility is therefore available for this field.
BALOPENY	Opening balance for year	This is the opening balance for the year and is a calculated field. The drill down facility is therefore available for this field.
BALCLOSP	Closing balance for period	This is the closing balance for the period and is a calculated field. The drill down facility is therefore available for this field.
BALCLOSQ	Closing balance for quarter	This is the closing balance for the quarter and is a calculated field. The drill down facility is therefore available for this field.
BALCLOSY	Closing balance for year	This is the closing balance for the year and is a calculated field. The drill down facility is therefore available for this field.
MOVEPER	Movement for period
MOVEQTR	Movement for quarter
MOVEYR	Movement for year
MOVEPROJ	Movement projected to year end	This is the actual movement for the current year, up to and including the period specified, plus the budgeted values for the remainder of the year.
MOVEPERI	Movement up to and including period
MOVEQTRI	Movement up to and including quarter
MOVEPERN	Movement up to and not including period
MOVEQTRN	Movement up to and not including quarter
BUDPER	Budget for period
BUDQTR	Budget for quarter
BUDYR	Budget for year
BUDPERI	Budget up to and including period
BUDQTRI	Budget up to and including quarter
BUDPERN	Budget up to and not including period
BUDQTRN	Budget up to and not including quarter
The following fields apply to Commitment Accounting (see General Ledger Setup)		Commitment Accounting does not use the period end dates for the sub modules. The transaction period is based on the period end dates for the General Ledger, therefore all your period end dates for the General Ledger must be defined in order for Commitment Accounting to work correctly. The uncommitted and committed values for the current year are calculated based on the period end dates for the General Ledger for the current year. The period end dates for the current year are used to determine the period end dates for the next year, and if a due date falls within the next year, it is displayed within the Next year period commitments (within GL Query). Any commitment with a due date that falls outside the next year's GL period end dates is included in the Future values within GL Query, and these are the future values are printed in the GL Financial Report Writer (COMMFUTR/UNCOMFUTR).
UCOMPREV	Uncommitted value for previous year
UCOMFUTR	Uncommitted value for the future
UCOMPER	Uncommitted value for period
UCOMPERQ	Uncommitted value for quarter
UCOMPERN	Uncommitted up to and not including period
UCOMPERI	Uncommitted up to and including period
COMMPREV	Committed value for previous year
COMMFUTR	Committed value for the future
COMMPER	Committed value for period
COMMPERQ	Committed value for quarter
COMMPERN	Committed up to and not including period
COMMPERI	Committed up to and including period

Ledger Field Column Definition

The following options and functions are displayed when you use the Define Column function to maintain the options for a column that is defined as a Ledger field.

Field

Description

Ledger field

This indicates the ledger field for which you are maintaining the options.

Sequence number

This indicates the sequence number for the column.

The sequence in which columns are printed on a financial report is determined by the sequence number assigned to each column.

Section number

If you are using multiple sections then you can enter the number of the section in which you want to include the column.

The section in which you include the column determines the value or text that is shown in the column.

The section's account mask and the account codes entered on the detail line are used to determine the appropriate account information to include in each section's column.

Column type

This field enables you to indicate how you want values to be displayed in a column.

The Column type field is not available if the ledger field selected is a text field.

The options Debit only and Credit only in the Column set up allow you to select only debits or only credits to be printed in the column. For example: You set up two columns for the same field (e.g. BALCLOSY) on the report; one column is setup to print debits only and the other credits only. The problem is that in the Detail line setup, when adding two or more accounts together and summarizing them to be printed on one line, the debits are printed under the debit column and the credits under the credit column. This does not happen when printing a calculated field.

The solution is to set the first two columns not to print. Then create two more columns which are both calculations and add column one and column two together. The two new columns must also be set to debit only and credit only.

An example of this column set up is as follows:

Col	Type	Field	Print	Width	Totals	Curr.	Desc
1	Ledger field	ACCDES	Yes	32			Account description
2	Ledger field	BALCLOSY	No				Closing balance for year
3	Ledger field	BALCLOSY	No				Closing balance for year
4	Calculated		Yes	23	No	Yes
5	Calculated		Yes	23	No	Yes

Debit

Select this if you want the system to show debit values as positive numbers and credit values as negative numbers.

Credit

Select this to reverse the sign of all values that are included in the column.

Debit only

Select this to only include detail lines with a debit or zero value.

Credit only

Select this to only include detail lines with a credit or zero value.

Credit only with reverse sign

Select this to only include detail lines with a credit (negative) value and you want them shown as positive values.

Print options

Print column

Select this to print the values included in the column.

You usually select not to print the column if you only want to retrieve ledger values for use in a calculation.

Print currency

Select this to print the currency symbol on the first account line and in the totals.

The currency symbol is only printed against the first line of the detail lines and against the totals. It is not printed against each detail line.

This field is not available if the ledger field selected is a text field.

Width of column

When you add a column, this value defaults to a value suitable to the field being printed. You can enter a value between 1 and 40.

Print totals only

This field is not available if the ledger field selected is a text field.

Yes

Select this to print the column values only on total lines.

Select this to print the values on each detail account line.

Suppress

Select this if you do not want values printed on total lines.

Alternate currencies

This option enables you to print the amounts for the column in an alternate currency.


	When you consolidate companies onto one report you cannot mix the local currency and alternate currency. The entire report has to be run in the same local currency or the same alternate currency.

Fixed currency

Select this to define the alternate currency to use.

Currency

Select the alternate currency you require for the column.

Alternate currencies are defined using the GL Alternative Currency Setup program.

Headings

You use the Headings function to enter headings for your columns.

Column headings can be specified for each of the available column types (i.e. Ledger field, calculated, blank) and the method of entry is identical for each type of column.

Headings

Two heading lines are available which can contain text you have entered, or variables you have selected.

Line 1

You this to enter the first line of text for the heading or to select a variable for the first line of the heading.

You use the Variables function to select the variable required.

Line 2

You this to enter the second line of text for the heading or to select a variable for the second line of the heading.

You use the Variables function to select the variable required.

Variables

Select this to use the GL Report Writer Variable Query program to select a variable to be used as the first or second line of the heading if you have not entered text for the line.

Alignment

This option enables you to define the positioning of the headings for the column.

Left justified

Select this to position the heading at the beginning of the field.

Centered

Select this to position the heading in the middle of the field.

Right justified

Select this to position the heading at the end of the field.

Underline character

The character entered here is repeated across the column below the second line of the heading for the column.

Overline character

The character entered here is repeated across the column above the heading for the column.

Select this to accept the information you entered.

Cancel

Select this to return to the previous screen.

Selections

This function is available only for ledger fields which contain values relating to balances, movements or budgets. These can be periodic, quarterly or annual amounts.

For each of the time frame selections that can be made (e.g. Current period, previous period, etc.) you can specify that these selections are to be made at run-time.

Period selection

This option is displayed for ledger field columns which contain a periodic value. You use this to select the period(s) for which balance, movement or budget values are represented on the report.

Single

Select this to print the period value for a single period.

Range

Select this to print the period value for a range of periods.

From period

Source

This enables you to select the required period. The following options are available:

Current period.

This is the default.
Entered at run-time.

This enables you to select the required period at the time the report is run. You need to define the run-time prompts (see GL Run Time Prompt Maint).
Period number.

If you select this option, then you must specify the period number you require in the Period number field below.
Previous period.

If you select this option, you must specify the previous period number you require in the Period number field below.
Year end period.

This is the period in which your year end was processed.

If your financial year consists of 12 accounting periods (Company Setup) then your year end period is period 13.
Closing period.

This is the final period of your financial year and is created by the system when you process a year end.

For example: If your financial year consists of 12 accounting periods (Company Setup) then your year end period is period 13 and your closing period is period 14. Period 14 is the period in which the system sets your Income Statement (revenue and expense) accounts to zero and transfers the balance to the Retained Earnings account.

Period number

This indicates the first period in a range of periods you want to include for the column.

If you selected to print the value for a single period, then you enter that period number in this field.

Periods

This function enables you to view the general ledger periods, period end dates and statuses for the current and previous year.

To period

Source

This enables you to select the required period.

Period number

This indicates the last period in a range of periods you want to include for the column.

Periods

This function enables you to view the general ledger periods, period end dates and statuses for the current and previous year.

Year selection

This option is displayed for ledger field columns which contain an annual value. You use this to select the year for which balance, movement or budget values are represented on the report.

Source

This enables you to select the required year.

Select the option: Entered at run-time, if you want to be able to select the required year at the time of generating the report.

Run-time variable (1-8)

This option is only enabled if you selected the source as: Entered at run-time.

This indicates the number of the year variable you created as a run-time prompt, so that you can enter the appropriate ledger year for this column. The number must be in the range of 1 to 8.

The prompt text that you defined for the run-time prompt is displayed to confirm that you have selected the correct year variable.

Select this to accept the information you entered.

Cancel

Select this to return to the previous screen.

Quarter selection

This option is displayed for ledger field columns which contain a quarterly value. You use this to select the quarter for which balance, movement or budget values are represented on the report.

Source

This enables you to select the required quarter.

Select the option: Entered at run-time, if you want to be able to select the required quarter at the time of generating the report.

Run-time variable (1-8)

This option is only enabled if you selected the source as: Entered at run-time.

This indicates the number of the quarter variable you created as a run-time prompt, so that you can enter the appropriate ledger quarter for this column. The number must be in the range of 1 to 8.

The prompt text that you defined for the run-time prompt is displayed to confirm that you have selected the correct quarter variable.

Select this to save the information you entered.

Cancel

Select this to return to the previous screen without saving the information you entered.

Variables

You use the GL Report Writer Variable Query program to select a variable to be used as the first or second line of the heading if you have not entered text for the line.

Variables can only be assigned to the headings of columns that have been defined as a Ledger field and which have values relating to balances, movements or budgets.

Field	Description
Variable Query	This screen displays the name and description for each available variable.
Select	You use this function to select the highlighted variable as the line of text you want to use for the heading line.
Close	Select this to return to the previous screen.

Calculation Column Definition

The following options and functions are displayed when you use the Define Column function to maintain the options for a column that is defined as a Calculated:

Field	Description
Sequence number	If you are using multiple sections then you can enter the number of the section in which you want to include the column. The section in which you include the column determines the value or text that is shown in the column. The section's account mask and the account codes entered on the detail line are used to determine the appropriate account information to include in each section's column.
Column type	This field enables you to indicate how you want values to be displayed in a column. This field is not available if the ledger field selected is a text field.
Debit	Select this if you want the system to show debit values as positive numbers and credit values as negative numbers.
Credit	Select this if you want the system to reverse the sign of all values that are included in the column.
Debit only	Select this if you want the system to only include detail lines with a debit or zero value.
Credit only	Select this if you want the system to only include detail lines with a credit or zero value.
Credit only with reverse sign	Select this if you want the system to only include detail lines with a credit (negative) value and you want them shown as positive values.
Numeric format	You use this to select the format you require for numeric values.
Column options
Express result as a percentage	Select this if you want the result to be multiplied by 100 and followed by a percentage sign (%) on the detail print line.
Express percentage as positive	Select this if you want to express all percentages calculated as positive percentage values. This option is only enabled if you selected the option: Express result as percentage.
Recalculate at total level	Select this if you want the calculation to be performed on the totals in a total report line. Otherwise the total for the calculated column is based on the accumulations from the detail account lines.
Print column	Select this if you want to print the values included in the column. You usually select not to print the column if you only want to retrieve ledger values for use in a calculation.
Print currency	Select this to print the currency symbol on the first account line and in the totals. The currency symbol is only printed against the first line of the detail lines and against the totals. It is not printed against each detail line. This field is not available if the ledger field selected is a text field.
Width of column	When you add a column, this value defaults to a value suitable to the field being printed. You can enter a value between 1 and 40.
Rounding	The selection you make here is used by the system to round ledger values in each of the columns to the nearest unit (e.g. Dollar, pound), nearest thousand or nearest million.
Units	Select this to round to the nearest unit.
Thousands	Select this to round to the nearest thousand.
Millions	Select this to round to the nearest million.
Decimals	The selection you make here is used by the system to determine the number of decimals to include in each of the rounded ledger values included in the columns of the financial report.
None	Select this to exclude all decimals.
One	Select this to include a single decimal.
Two	Select this to include 2 decimals.
Headings	You use the Headings function to enter headings for your columns. Column headings can be specified for each of the available column types (i.e. Ledger field, calculated, blank) and the method of entry is identical for each type of column
Headings	Two heading lines are available which can contain text you have entered, or variables you have selected.
Line 1	You this to enter the first line of text for the heading or to select a variable for the first line of the heading. You use the Variables function to select the variable required.
Line 2	You this to enter the second line of text for the heading or to select a variable for the second line of the heading. You use the Variables function to select the variable required.
Variables	You use this function to select a variable to be used as the first or second line of the heading if you have not entered text for the line. Variables can only be assigned to the headings of columns that have been defined as a Ledger field and which have values relating to balances, movements or budgets.
Alignment	This option enables you to define the positioning of the headings for the column.
Left justified	Select this to position the heading at the beginning of the field.
Centered	Select this to position the heading in the middle of the field.
Right justified	Select this to position the heading at the end of the field.
Underline character	The character entered here is repeated across the column below the second line of the heading for the column.
Overline character	The character entered here is repeated across the column above the heading for the column.
OK	Select this to accept the information you entered.
Cancel	Select this to return to the previous screen.
Calculations	You use this function to define a calculation (comprising up to three equations) to arrive at the value for a calculated column. The calculation contained in each equation is performed. When you select this function, the equations already defined are displayed. The following functions are available:
Add	Select this to add a calculation column.
Insert	Select this to insert a calculation column before the highlighted calculation.
Change	Select this to change the highlighted calculation.
Delete	Select this to remove the highlighted calculation.
Close	Select this to return to the previous screen.
OK	Select this to accept the changes you made and to return to the previous screen.
Close	Select this to ignore any changes you made and to return to the previous screen.

Maintain Calculation

The following options are available when you select the Add, Insert or Change functions from the Calculations screen:

Each equation can include a maximum of four fields.

Field	Description
Result	Enter COL to use the result of the equation for the column value. At least one of the equations must have COL as the result (i.e. The column being defined will contain this result). Enter VALnnn (where nnn is a three character numeric value) to save the result of the equation to a report variable. You can use the report variable in other equations in the calculation, provided they come after the equation that calculated the report variable.
Op	Select the operation that the system must perform on the field. This may be addition (+), subtraction (-), multiplication (*), or division (/).
Field	Enter COLnn (where nn is a two character column number) for the calculation to be based on the current value in column nn. Enter VALnn (where nn is a two character report variable) for the calculation to be based on the report variable nn. Enter a fixed value to be used in the calculation.
Columns	This function enables you to view and select from the columns already defined for the report.
Valid entries	When you place the cursor in either of the Field, Op or Result fields, then the valid entries for those fields are displayed in this box.
OK	Select this to accept the calculation you entered and return to the previous screen.
Close	Select this to return to the previous screen.

Blank Column Definition

You use the Blank Column Definition function to define spaces between columns. This is normally used to make the information on the financial report easier to read, or so that additional information can be written manually on the report.

The following options and functions are displayed when you use the Define Column function to maintain the options for a column that is defined as Blank.

Field	Description
Sequence number	If you are using multiple sections then you can enter the number of the section in which you want to include the column. The section in which you include the column determines the value or text that is shown in the column. The section's account mask and the account codes entered on the detail line are used to determine the appropriate account information to include in each section's column.
Print options
Print column	Select this if you want to print the values included in the column. You usually select not to print the column if you only want to retrieve ledger values for use in a calculation.
Width of column	When you add a column, this value defaults to a value suitable to the field being printed. You can enter a value between 1 and 40.
Headings	You use the Headings function to enter headings for your columns. Column headings can be specified for each of the available column types (i.e. Ledger field, calculated, blank) and the method of entry is identical for each type of column.
Headings	Two heading lines are available which can contain text you have entered, or variables you have selected.
Line 1	You this to enter the first line of text for the heading or to select a variable for the first line of the heading. You use the Variables function to select the variable required.
Line 2	You this to enter the second line of text for the heading or to select a variable for the second line of the heading. You use the Variables function to select the variable required.
Variables	You use this function to select a variable to be used as the first or second line of the heading if you have not entered text for the line. Variables can only be assigned to the headings of columns that have been defined as a Ledger field and which have values relating to balances, movements or budgets.
Alignment	This option enables you to define the positioning of the headings for the column.
Left justified	Select this to position the heading at the beginning of the field.
Centered	Select this to position the heading in the middle of the field.
Right justified	Select this to position the heading at the end of the field.
Underline character	The character entered here is repeated across the column below the second line of the heading for the column.
Overline character	The character entered here is repeated across the column above the heading for the column.
OK	Select this to accept the information you entered.
Cancel	Select this to return to the previous screen.
OK	Select this to accept the changes you made and to return to the previous screen.
Cancel	Select this to ignore any changes you made and to return to the previous screen.

Detail Line Maintenance

You use the Detail Line Maintenance function to add and change the detail lines that you want to print on the financial report.

The lines already defined for the report are displayed in a listview.

The sequence in which lines are printed on a financial report is determined by the sequence number assigned to each detail line.

The content of each of the columns you defined is determined by the accounts selected for the detail lines.


	You will be unable to access this function until at least one column has been defined.

The following options can be selected from the listview menu:

Field	Description
File
Start At	Select this to navigate to a specific entry in the listview.
Exit	Select this to return to the previous screen.
Edit
Add	Select this to add a new detail line.
Change	Select this to maintain the line currently highlighted in the listview.
Delete	Select this to delete the line currently highlighted in the listview.
Functions
Renumber	Select this to renumber the detail lines in the listview according to the sequence number assigned to each detail line.
Options	Select this to use the Multimedia program to view multimedia objects defined against the
Confirm Deletions	Select this if you want the system to prompt you to confirm the deletion of a line when you select to delete it. If you do not select this option, then the line is deleted without warning.

Start

These options are displayed when you select the Start At option from the File menu.

Field	Description
Start at line number	Enter the line number to which you want to navigate in the listview.
OK	Select this to navigate to the line number you entered in the previous field.
Cancel	Select this to return to the listview without navigating to a different entry.

Renumber Detail Lines

These options are displayed when you select the Renumber option from the Functions menu.

Field	Description
Renumber detail lines?
OK	Select this to renumber the detail lines in the listview according to the sequence number assigned to each detail line.
Cancel	Select this to return to the listview without renumbering the lines.

Add a Detail Line

You use the Add option from the File menu to select the specific type of detail line that you want to assign to the report.

Field	Description
Line number	The horizontal format of the report is defined as a series of sequentially numbered detail lines. This indicates the line number for the detail line in the listview. It indicates the order in which the lines are processed and printed on the report if you selected to print the line.
Line type	This option enables you to select the type of line you want to add to the report.
Account	Select this to add a line which extracts and prints values from individual General Ledger codes, a range of ledger codes, or ledger codes matching a wildcard pattern, for inclusion in the report.
Total	Select this to add a line that will print subtotals and totals of values that you accumulated using Account and Calculation lines.
Calculation	Select this if you want to add a line that will perform calculations and print values not defined in the column's definition.
XML element	Select this to add a XML element to the report. This option is only enabled if the report type is XML (i.e. you are maintaining a XML document).
Variable	Select this to define a variable number to use for printing of calculation and total results.
Report text	Select this to add a text line to the report. The text line can contain headings or titles for sections of a balance sheet, or multiple lines of text such as notes to financial reports.
User notations	Select this to use the Admin Notepad Editor (Monospaced Text) program to add a user notation line to the report. These comments are not printed on the actual financial report. They only appear in the detail report listing produced by the GL List of Financial Reports program (or when you maintain the line) and are not actually printed on the financial reports. They typically include information on when to run the report, who needs the report, what variables are used, etc.
Define Line	You use this function to add and maintain information specific to the line type you selected.
Close	Select this to return to the listview without adding a new line type.

Define an Account Line

You use the Account line type to select and print values from individual ledger codes, a range of ledger codes, or ledger codes matching a wildcard pattern.

You only select the accounts that you want included on the financial report line here; you create a column definition to determine the exact values that you want printed in each account.

This is the only place from which you can extract information from the General Ledger for inclusion on a financial report. All other detail line types are used to either manipulate these extracted amounts, place text on the report, or place user comments in the format.

You should create an account line for each line you want to print on a financial report, excluding totals and calculated amounts. However, there are instances where it makes sense to have multiple financial statement lines defined by a single detail account line, or where you have to create multiple detail account lines to have one financial report line.

When you select the Define Line function when adding an Account line type or you select to change an existing Account line type, the following options are displayed:

Field	Description
Details	This function enables you to define the details for the highlighted account line.
Add	This function enables you to add additional account selections (sequences) for the account line.
Change	This function enables you to change the account selections for the highlighted line.
Delete	This function enables you to delete the highlighted account line.
Section
Number	This field displays the currently selected section.
Section	This function is only available if you selected the Multiple Sections function in the Report Options and you did not select the Account selection: Mask for each section. You use this function to select the section you want to maintain.
Save	Select this to save your changes and to return to the listview.
Close	Select this to ignore any changes you made and to return to the listview.

Account Selection Maintenance

When you select to Add a detail account line, the following options and functions are available:

Field

Description

Sequence number

If you are using multiple sections then you can enter the number of the section in which you want to include the account.

Account selection

You can only change the entry displayed in the Account selection field if within Report Options function you indicated that accounts are to be Selected by report line.

Single

Select this if you want to include a single ledger account code, or a single account type in the value of the financial report line.

If you select Single at the Account selection field, then the Print options field allows you to specify whether you want to use the account description or enter your own description.

Range

Select this if you want to define a range of accounts to include in the value of the financial report line.

If you select Range at the Account selection field, then the Print options field allows you to specify whether you want to list each account individually, or enter your own description.

From account

This indicates the first account code in a range of account codes you want to include in the value of the financial report line.

If you selected to include a single account, then you enter that account code in this field.

There are five special masks available to select account codes based on their account type (General Ledger Codes).

The masks you can use if you select to include a single ledger code are:

>ASSET< Selects all asset account types
>CAPITAL< Selects all capital account types
>EXPENSE< Selects all expense account types
>LIABILITY< Selects all liability account types
>REVENUE< Selects all revenue account types

The > and < signs must be included as shown.

These masks must be used on their own without any other characters.

Additionally, you can use the ? wildcard character in this field.

To account

This indicates the last account code in a range of account codes you want to include in the value of the financial report line.

This option is only available if you selected to include a range of accounts.

You cannot use wildcard characters in this field.

Print options

You can only access the Print options section if within the Account line Details function you selected to Print each account selection.

If you select Single at the Account selection field, then the Print options field allows you to specify whether you want to use the account description or enter your own description.

If you select Range at the Account selection field, then the Print options field allows you to specify whether you want to list each account individually, or enter your own description.

List accounts individually

This option is only available if you selected Range at the Account selection field.

Select this to list each account individually.

If you select this option, then you cannot enter your own description.

Use account description

This option is only available if you selected Single at the Account selection field.

Select this to use the description defined against the account code (General Ledger Codes).

If you select this option, then you cannot enter your own description.

Description to use

You use this field to enter the text for your own description for the account code.

XML element

Select this to add the account line.

Select this to return to the previous screen without adding the currently displayed sequence number details.

Account Line Details

When you select the Details function for a highlighted line, the following options and functions are available:

Field	Description
Account selection	You can only change the entry displayed in this field if, within Report Options function, you indicated that accounts are to be Selected by report line.
Ledger code	Select this if you want to define a range of ledger codes to print.
Report index 1	Select this to base the account selection on the Report index 1 defined against each ledger code (General Ledger Codes). If you selected the report option: Selected by report line, then you can additionally specify a range of accounts to print within this report index.
Report index 2	Select this to base the account selection on the Report index 2 defined against each ledger code (General Ledger Codes). If you selected the report option: Selected by report line., then you can additionally specify a range of accounts to print within this report index.
Print option
Summarize to 1 report line	Select this to print only one detail line for all lines selected (i.e. to consolidate all accounts selected into one line). If you select this option, then you can define the description for this summarized line in the Description field below.
Print each account selection	Select this to print multiple report lines from one detail line.
Do not print	Select this if you do not want to print the accounts selected on this detail line.
Line skip option
Skip lines	Select this to indicate the number of blank lines to print before the first account line is printed.
New page	Select this to indicate that you want to skip to a new page before printing the first account line.
Specific line	Select this to indicate that you want to skip to a specific line on the page before printing the first account line.
Lines to skip (0-9)	If you selected either the Skip lines or Specific line options at the Line skip option field, then this field enables you to indicate the number of lines to skip or the specific line to skip to. If the specific line to skip to is above the current line of the report, the system skips to that line on the next page of the report.
Line type
Debit	Select this if you want to show debit values as positive numbers and credit values as negative numbers.
Credit	Select this if you want to show credit values as positive numbers and debit values as negative numbers.
Debit only	Select this if you want to only include accounts with a debit value on this detail line.
Credit only	Select this if you want to include only accounts with a credit value on this detail line.
Company selection	You can only change the entry displayed in the Company selection field if within the Report Options function you indicated that companies are to be Selected by report line.
Accumulate to total	The system calculates all the subtotal and total values that you want to print on the report, and uses total levels to keep separate total amounts for each numeric column.
Add	Select this if you want the total value of the accounts included on this detail line to be added to a specified total level.
Subtract	Select this if you want the total value of the accounts included on this detail line to be subtracted from a specified total level.
None	Select this if you do not want the total value of the accounts included on this detail line to affect the total levels.
To total level	The system uses up to 10 total levels (0-9) per column to perform all the columnar maths required for the report. A separate total is maintained for each of the numeric columns on the report in one set of total levels. For example: If you had a financial report with three numeric columns and you defined an account line to add the total of the accounts selected on the line to total level 0, then the system would retain three total level 0 values, one for each column. Total levels are running totals, and the sum of account lines are added to (subtracted from) any value already in the total level. Total levels are zeroed at the beginning of every report and when you use a total line.
Group selection	You can only access the Group selection field if, within the Report Options function, you indicated that account selection by group code is required. The group code specified here is not a selection in itself, but acts as a filter on the account selection lines defined. At least one account selection line must be defined.
All	Select this to include all group codes in the filter.
Single	Select this to filter accounts on a single group code.
Group	This indicates the single group code to use to filter the accounts.
Description	This field is only enabled if you selected the Print option: Summarize to 1 report line. This description is used to describe the value accumulated from the selected accounts, and is printed in the column that you included the ACCDES ledger text field. If you did not include this field in one of the columns, then this description is not printed on the financial report.
XML element	This field is only enabled if you selected the Print option: Summarize to 1 report line.
OK	Select this to accept the information you entered and to return to the previous screen.
Cancel	Select this to ignore any information you entered and to return to the previous screen.

Define a Total Line

You use the Total line type to print subtotals and totals of values that you have accumulated using account and calculation lines.

When you select the Define Line function when adding a Total line type or you select to change an existing Total line type, the following options are displayed:

Field	Description
Details	This function enables you to define the details for the highlighted total line.
Save Table	This function is only available if you selected the Save totals option from within the Details function. You use the Save Table function to save totals in up to 25 entries per total line. Each entry comprises the column from which you want the value extracted, the total level you want to save and the report variable to which you want the amount saved. The system saves the values from the total levels before it rolls or zeros any total levels. Values are saved in total levels one column at a time. For example: If you want to save the values in total level 3 from three columns, you need to save values to three report value variables.
Add	This function enables you to add an entry for a total line.
Change	This function enables you to maintain the entry details for the highlighted total line.
Delete	This function enables you to delete the highlighted total entry.
Save	Select this to save your changes and to return to the previous screen.
Close	Select this to return to the previous screen without saving your changes.

Total Line Entry

When you select the Add function to add a total line, the following options and functions are displayed:

Field	Description
Sequence number	If you are using multiple sections then you can enter the number of the section in which you want to include the total.
Total range	You use this to enter a range of columns for which you want to print a total and manipulate a total level.
From column	This indicates the first column in the range of columns you want to total.
To column	This indicates the last column in the range of columns you want to total.
Total level	This indicates the total level to which this total must be saved.
Options
Zeroize total	Select this option to reset the selected total level to zero for the columns selected by this total entry. You would use this function if you wanted to re-use a total level in the same report. For example: You may want to use total level 0 to add current assets and then use it again to add fixed assets. If you did not reset it to zero between these two sections of the financial report, the fixed asset total would also include the total current assets amount.
Roll total	Select this option if you want to add the selected total level to a higher total level for the range of columns entered. You would select this if you wanted to retain a total that you had accumulated but wanted to use the current total level for other purposes. For example, you may want to retain the total current assets amount to use in printing the total assets amount. In this case you could, roll the total level 0 amounts to total level 1 and zeroize level 0 when you print the total current assets amount. This retains the total current assets amount for inclusion in the total assets value in total level 1 and resets total level 0 to zero so that when you add up the total fixed asset amount it does not include the current assets amount.
Roll to level	This indicates the level to which the total must be rolled.
Description to print	If you make an entry at the Description to print field, then you can specify the column in which you want to print the description, or at a specific position on the same print line as the total value.
Start description print at column	Select this if you want to define the column in which you want to start printing the description entered at the previous field.
Column to print at	This indicates the column in which the description must be printed.
Print position	This indicates the print position at which the description must be printed. This option is not available if you selected to print the description starting in a particular column.
OK	Select this to accept the information you entered.
Cancel	Select this to return to the previous screen without saving the information for the current sequence number.

Total Line Details

When you select the Details function for a highlighted line, the following options and functions are available:

Field

Description

Save totals

Select this to be able to save up to 25 total values to report variables VAL01 to VAL250.


	Although a maximum of 250 variables are available, you can only assign 25 variables per report (i.e. The total of 250 is available because you can output up to 10 reports at a time).

Line type

Debit

Select this to leave the sign of values printed on the total line unchanged.

Credit

Select this to reverse the sign of all values printed on the total line (except percentages).

Print options

Print total line

Select this if you want to print the totals.

Line skip option

Skip lines

Select this to indicate the number of blank lines to print before the first total line is printed.

New page

Select this to indicate that you want to skip to a new page before printing the first total line.

Specific line

Select this to indicate that you want to skip to a specific line on the page before printing the first total line.

Lines to skip (0-9)

If you selected either the Skip lines or Specific line options at the Line skip option field, then this field enables you to indicate the number of lines to skip or the specific line to skip to.

If the specific line to skip to is above the current line of the report, the system skips to that line on the next page of the report.

Underline character

If you want to underline the total, then you can enter the character to be used for the underline. For example = or -.

If you do not want the total to be underlined, then leave this field blank.

Overline character

If you want to print a line above the total, then you can enter the character to be used for the overline. For example = or -.

If you do not want a line above the total, then leave this field blank.

Select this to accept the information you entered.

Cancel

Select this to return to the previous screen without saving any changes you made.

Define a Calculation line

You use the Calculation line type if you want the system to perform calculations and print values not defined in the column's definition.

For example: You can print a gross profit percentage in a column that you have defined to include month-to-date values.

When you select the Define Line function when adding a Calculation line or you select to change an existing Calculation line type, the following options are displayed:

Field	Description
Result	Enter COL to use the result of the equation for the column value. At least one of the equations must have COL as the result (i.e. The column being defined will contain this result). Enter VALnnn (where nnn is a three character numeric value) to save the result of the equation to a report variable. You can use the report variable in other equations in the calculation, provided they come after the equation that calculated the report variable.
Op	Select the operation that the system must perform on the field. This may be addition (+), subtraction (-), multiplication (*), or division (/).
Field	Enter COLnn (where nn is a two character column number) for the calculation to be based on the current value in column nn. Enter VALnn (where nn is a two character report variable) for the calculation to be based on the report variable nn. Enter a fixed value to be used in the calculation.
Columns	This function enables you to view and select from the columns already defined for the report.
Valid entries	When you place the cursor in either of the Field, Op or Result fields, then the valid entries for those fields are displayed in this box.
Details	This function enables you to define additional characteristics for the calculation line.
Save	Select this to accept the calculation you entered and return to the previous screen.
Close	Select this to return to the previous screen.

Calculation Line Details

When you select the Details function for a highlighted line, the following options and functions are available:

Field	Description
Express result as a percentage	Select this if you want the result of the calculation to be expressed as a percentage rather than as the calculation value.
Line type
Debit	Select this if you want to show debit values as positive numbers and credit values as negative numbers.
Credit	Select this if you want to show credit values as positive numbers and debit values as negative numbers.
Rounding	The selection you make here is used by the system to round ledger values in each of the columns to the nearest unit (e.g. Dollar, pound), nearest thousand or nearest million.
Units	Select this to round to the nearest unit.
Thousands	Select this to round to the nearest thousand.
Millions	Select this to round to the nearest million.
Decimals	The selection you make here is used by the system to determine the number of decimals to include in each of the rounded ledger values included in the columns of the financial report.
None	Select this to exclude all decimals.
One	Select this to include a single decimal.
Two	Select this to include 2 decimals.
Accumulate to total	The system calculates all the subtotal and total values that you want to print on the report, and uses total levels to keep separate total amounts for each numeric column.
Add	Select this if you want the total value of the calculation included on this detail line to be added to a specified total level.
Subtract	Select this if you want the total value of the calculation included on this detail line to be subtracted from a specified total level.
None	Select this if you do not want the total value of the calculation included on this detail line to affect the total levels.
To total level	The system uses up to 10 total levels (0-9) to perform all the columnar maths required for the report. A separate total is maintained for each of the numeric columns on the report in one set of total levels. Total levels are running totals, and the sum of calculation lines are added to (subtracted from) any value already in the total level. Total levels are zeroed at the beginning of every report and when you use a total line.
Print options	You can only access the fields within the Print Options section if you select the Print calculation result option.
Print calculation result	Select this to print the result of the calculation on the report.
Line skip option
Skip lines	Select this to indicate the number of blank lines to print before the first calculation line is printed.
New page	Select this to indicate that you want to skip to a new page before printing the first calculation line.
Specific line	Select this to indicate that you want to skip to a specific line on the page before printing the first calculation line.
Lines to skip (0-9)	If you selected either the Skip lines or Specific line options at the Line skip option field, then this field enables you to indicate the number of lines to skip or the specific line to skip to. If the specific line to skip to is above the current line of the report, the system skips to that line on the next page of the report.
Description to print	This indicates the actual text of the description you want to print.
Start printing description at column	If you make an entry at the Description to print field, then you can specify the column in which you want to print the description, or to start printing the description at a specific position on the same print line as the calculation value.
Column to print at	If you select the Start printing description at column field then you use this field to specify the column in which you want to print the description.
Print position	Indicate the specific Print position on the report where you want the description to be printed.
OK	Save the information you entered.
Cancel	Select this to return to the previous screen.

Define an XML Element Line

This screen is displayed when you select to add an XML element type detail line.

Field	Description
Element name	Enter the XML element to add.
Save	Select this to save the element name.
Close	Select this to return to the previous screen.

Define a Variable Line

You use the Variable option to print one or more variables across one line on the report and, optionally, add to (subtract from) the totals for the columns in which the variables are printed.

You can also enter a description to be printed on the line.

Variable Line Entry

The following options are displayed when you select to Add a variable line:

Field

Description

Sequence number

If you are using multiple sections then you can enter the number of the section in which you want to include the line.

Column number

This indicates the column in which you want to print the variable.

Variable number (1-50)

This indicates the variable number that must be printed in the column specified at the previous field.


	Although a maximum of 250 variables are available, you can only assign 25 variables per report (i.e. the total of 250 is available because you can output up to 10 reports at a time).

Select this to save your selections.

Select this to return to the previous screen.

Variable Line Details

The following options and functions are displayed when you select the Details function for a highlighted line:

Field	Description
Line type
Debit	Select this if you want the system to show debit values as positive numbers and credit values as negative numbers.
Credit	Select this if you want the system to show credit values as positive numbers and debit values as negative numbers.
Rounding	The selection you make here is used by the system to round ledger values in each of the columns to the nearest unit (e.g. Dollar, pound), nearest thousand or nearest million. The selections displayed in the Rounding fields default to the settings made within the Report Options function.
Units	Select this to round to the nearest unit.
Thousands	Select this to round to the nearest thousand.
Millions	Select this to round to the nearest million.
Decimals	The selection you make here is used by the system to determine the number of decimals to include in each of the rounded ledger values included in the columns of the financial report. The selections displayed in the Decimals fields default to the settings made within the Report Options function.
None	Select this to exclude all decimals.
One	Select this to include a single decimal.
Two	Select this to include 2 decimals.
Accumulate to total	The system calculates all the subtotal and total values that you want to print on the report, and uses total levels to keep separate total amounts for each numeric column.
Add	Select this if you want the total value of the accounts included on this detail line to be added to a total level.
Subtract	Select this subtract if you want the total value of the accounts included on this detail line to be subtracted from a total level.
None	Select this if you do not want the total value of the accounts included on this detail line to affect the total levels.
To total level	The system uses up to 10 total levels (0-9) to perform all the columnar maths required for the report. A separate total is maintained for each of the numeric columns on the report in one set of total levels. For example: If you had a financial report with three numeric columns and you defined an account line to add the total of the accounts selected on the line to total level 0, then the system would retain three total level 0 values, one for each column. Total levels are running totals, and the sum of account lines are added to (subtracted from) any value already in the total level. Total levels are zeroed at the beginning of every report and when you use a total line.
Print options
Print variable line	Select this if you want to print the variable on the report. You can only access the fields within the Print Options section if you select the Print variable line option.
Line skip option
Skip lines	Select this to indicate the number of blank lines to print before the first variable line is printed.
New page	Select this to indicate that you want to skip to a new page before printing the first variable line.
Specific line	Select this to indicate that you want to skip to a specific line on the page before printing the first variable line.
Lines to skip (0-9)	This field is not enabled if you selected New page at the previous field. If you selected either the Skip lines or Specific line options at the Line skip option field, then this field enables you to indicate the number of lines to skip, or the specific line to skip to. If the specific line to skip to is above the current line of the report, the system skips to that line on the next page of the report.
Description to print	If you make an entry at the Description to print field, then you can specify the column in which you want to print the description, or to start printing the description at a specific position on the same print line as the variable value.
Start printing text at column	Select this if you want to specify the column at which the text must be printed on the report line.
Column to print at	If you select the Start printing text at column field then you use this field to specify the column in which you want to print the text.
Print position	You use this to indicate the specific print position on the report where you want the text to be printed.
OK	Select this to save the changes you made.
Cancel	Select this to return to the previous screen.

Define a Report Text Line

You use the Report text line type to print text lines on a financial report. These can be headings or titles for sections of a balance sheet, or multiple lines of text such as notes to financial reports.

This does not include column headings, page headers or page footers. You can either enter the text manually or import it into the report from an external file.

When you select the Define Line function when adding a Report text detail line or you select to change an existing Report text line type, the following options are displayed:

Field	Description
Text type
Single line	Select this if you want to define a single line of text to be printed on the report.
Multiple lines	Select this if you want to print a number of lines on the report.
Import from external file	Select this to indicate that the text is to be inserted from an external flat ASCII file at the time you print the report.
Import file name	This field is only enabled if you selected the Text type: Import from external file. This indicates the name of the file from which the text must be imported at the time of printing the report.
Print options
Line skip option
Skip lines	Select this to indicate the number of blank lines to print before the first text line is printed.
New page	Select this to indicate that you want to skip to a new page before printing the first text line.
Specific line	Select this to indicate that you want to skip to a specific line on the page before printing the first text line.
Lines to skip (0-9)	This field is not enabled if you selected New page at the previous field. If you selected either the Skip lines or Specific line options at the Line skip option field, then this field enables you to indicate the number of lines to skip, or the specific line to skip to. If the specific line to skip to is above the current line of the report, the system skips to that line on the next page of the report.
Center text	Select this if you want the text you enter to be centered on the report line on which it is printed.
Start printing text at column	Select this if you want to specify the column at which the text must be printed on the report line. This option is not available if you selected the Center text option.
Column to print at	If you select the Start printing text at column field then you use this field to specify the column in which you want to print the text.
Print position	You use this to indicate the specific Print position on the report where you want the text to be printed.
Maintain Text	Select this to use the Admin Notepad Editor (Monospaced Text) program to enter the text that you want to print on the financial report.
Save	Select this to save the information you entered.
Close	Select this to return to the previous screen.

Define a User Notations Line

You use the User notations option to enter comments concerning the financial report that only appear in the GL List of Financial Reports program.

These comments are not actually printed on the financial reports and usually include information on when to run the report, who needs the report, what variables are used, etc.

Header and Footer Maintenance

The Header Maintenance and Footer Maintenance functions enable you to define the text for the headings and the foot notes of your report respectively.

Header Maintenance

You use the Header Maintenance function to specify the information you want to print at the top of the report.

The program defaults to using a standard header, which comprises three lines of text in the format of typical SYSPRO reports.

Field	Description
Standard header required	Select this to use the standard SYSPRO report header for your report.
Number of header lines	Indicate the number of lines you want to use for your own defined header. If you do not require a header, enter zero in this field.
Blank lines below header	Indicate the number of lines you want left blank after your own defined header and before the first detail line is printed.
Header Fields	Define the text and variables that will be the header of your report. You can only select this function if you are not using the standard header provided.
Save	Save the information you entered and to return to the previous screen.
Close	Ignore any changes you made and to return to the previous screen.

Header Field Maintenance

You use the Header Fields function to define the text and variables that will be the header of your report.

A maximum of 25 header fields can be defined.

The Header Fields screen is divided into two parts: The Detail section (indicating the header lines already defined) and the Preview section (enabling you to view the end result of any formatting performed in the Detail section of the screen).

When you select the Add or Change function, the Header Maintenance screen is displayed.

Field	Description
Entry number	When you add a new header field, then this defaults to the next available entry number. You can enter an existing entry number if you want to insert a new header field as that entry number.
Text / variable	The text characters entered here are printed on the line at the position specified.
Variables	This function enables you to select one of the available report variables.
Line number	This refers to the specific line of the header on which the text or variable will be printed.
Position (1-132)	This refers to the specific horizontal position at which the text or variable must be printed. It cannot exceed the number of characters defined for the page format in the Report Options function.
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Run Time Prompts	Maintain up to 15 variables that you want to be prompted for at the time of running the report. For example: You can enter the date of running the report and print this in the header.
Prompt
Sequence	Indicate the specific number in the sequence that you want the run-time prompt to be requested.
Variable	This field enables you to enter a specific type of variable that you want the system to request when you run the report.
Text	Enter the specific wording that you want the system to display on the screen when the run-time prompt is requested.
Allow spaces or zeros	If you defined a report value variable (i.e. VAL1-250), then this option enables you to indicate whether a zero value is valid when the report is run. If you defined a report text variable (i.e. TEXT1-8) then this option enables you to indicate whether a blank entry is valid when the report is run.
Save	Select this to save the information you entered and to return to the previous screen.
Close	Select this to return to the previous screen without saving any changes you made.
OK	Select this to save the information you entered.
Cancel	Select this to return to the previous screen without saving any changes you made.

Footer Maintenance

You use the Footer Maintenance function to define the text and variables for the footer of your report.

Field	Description
Report footer required	Select this to print footer information on the report.
Number of footer lines	Indicate the number of lines you want to use for the footer.
Blank lines above footer	Indicate the number of lines you want left blank before the footer is printed and before the last detail line is printed.
Footer Fields	Specify the information you want to print at the bottom of the report.
Save	Save the information you entered and to return to the previous screen.
Close	Ignore any changes you made and to return to the previous screen.

Footer Field Maintenance

You use the Footer Fields function to specify the information you want to print at the bottom of the report.

The Footer Fields screen is divided into two parts: The Detail section (indicating the footer lines already defined) and the Preview section (enabling you to view the end result of any formatting performed in the Detail section of the screen).

When you select the Add or Change function, the Footer Field Maintenance screen is displayed.

Field	Description
Entry number	When you add a new footer field, then this defaults to the next available entry number. You can enter an existing entry number if you want to insert a new footer field as that entry number.
Text / variable	The text characters entered here are printed on the line at the position specified.
Variables	This function enables you to select one of the available report variables.
Line number	This refers to the specific line of the footer on which the text or variable will be printed.
Position (1-132)	This refers to the specific horizontal position at which the text or variable must be printed. It cannot exceed the number of characters defined for the page format in the Report Options function.
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Run Time Prompts	This function enables you to maintain up to 15 variables that you want to be prompted for at the time of running the report. For example: You can enter the date of running the report and print this in the header.
Prompt
Sequence	This field enables you to indicate the specific number in the sequence that you want the run-time prompt to be requested.
Variable	This field enables you to enter a specific type of variable that you want the system to request when you run the report.
Text	This field enables you to enter the specific wording that you want the system to display on the screen when the run-time prompt is requested.
Allow spaces or zeros	If you defined a report value variable (i.e. VAL1-250), then this option enables you to indicate whether a zero value is valid when the report is run. If you defined a report text variable (i.e. TEXT1-8) then this option enables you to indicate whether a blank entry is valid when the report is run.
Save	Select this to save the information you entered and to return to the previous screen.
Close	Select this to return to the previous screen without saving any changes you made.
OK	Select this to save the information you entered.
Cancel	Select this to return to the previous screen without saving any changes you made.

Multi column Headings

You use the Multi-column Headings function to print text across a set of individual column headings.

For example: You would use multi-column headings to show the field: <--- Period-to-date ---> over column headings for actual and budget ledger values.

The Multi-column Headings screen is divided into two parts: The Detail section (indicating the multi-column headings already defined) and the Preview section (enabling you to view the end result of any formatting performed in the Detail section of the screen).

You will be unable to access this function until at least one column has been defined.

You will be unable to define a heading that extends over more columns than you have defined.

Field	Description
Add	Select this to add a new multi-column heading.
Change	Select this to change the highlighted multi-column heading.
Delete	Select this to delete the highlighted multi-column heading.
Save	Select this to save the information you entered.
Close	Select this to return to the previous screen without saving any changes you made.

Multi-column Heading Entry

When you select the Add or Change function, the Multi- column Heading Entry screen is displayed.

Up to 15 multi-column headings can be defined.

Field	Description
Entry number	When you add a new multi-column header, then this defaults to the next available entry number. You can enter an existing entry number if you want to insert a new multi-column heading field as that entry number.
From column	This indicates the first column over which the heading must start.
To column	This indicates the last column over which the heading must end.
Underline character	If you want to underline the multi-column heading, then you can enter the character to be used for the underline. For example = or -. If you do not want the heading to be underlined, then leave this field blank.
Heading text	You use this to define the actual heading text.
Center heading text	Select this if you want the heading to be centered over the range of columns selected. If you do not select this option, the heading starts at the first position of the first column defined in the From column field.
OK	Select this to save the information you entered.
Cancel	Select this to return to the previous screen without saving any changes you made.

Execute Report

You use this function to run the financial report that you are currently maintaining.

This function operates in the same way as the GL Financial Reporting program, except that you can only generate the report you are currently maintaining.

Field	Description
Debug the report	Select this to isolate problems that may be encountered at the time of running the report. For every line that is printed from a detail line in the report, the detail line number and the source of the line (e.g. Header, Footer, Mc Hdg, Col Hdg, Account, Total, Calc, Var, Text) is printed. If you select the Debug the report option, then at the Variable to debug field you can enter a specific variable that you want to monitor.
Variable to debug	This indicates the specific variable that you want to monitor. The value of the variable is printed after the source of the line.
OK	Select this to generate the report and/or debug the selected variable. When the report is generated, the GL Financial Reporting program is accessed and given the current report code as the report to process.
Cancel	Select this to return to the previous screen without generating the report.

Report Options

Refer to Reporting Options for an explanation of these options.

Once you have selected the required options and processed the report, if you are executing a XML report, you are given the option of viewing the report in SYSPRO's XML Report Viewer (see GL XML Report Viewer).

Copy Report Definition

This function enables you to create a new report by copying an existing report definition.

This is useful if you want to create two similar reports. Once you have copied the report definition, you can maintain the new report and define only those options that differ between the two reports. This saves you having to re-define the entire report.

The listview pane of the GL Define Financial Reports program displays the reports currently defined.

Field

Description

From

This indicates the current report definition you want to copy to a new report.

This is the report that you highlighted on the listview pane when you selected the Copy function.

Report

This indicates the report code of the report you are copying from.

Title

This indicates the report title of the report code displayed in the previous field.

You use these options to define the new report code you want to create from the report code displayed above.

Report

You should try to select meaningful report names, so that you are able to identify them easily and access them quickly.


	Once the report has been created, the report name cannot be changed.

Title

The report title indicates the description of the report. You can define your own report titles, utilizing a format that is meaningful to your company.


	Once the report has been created, the report title can be changed using the Report Options functions.

Select this to copy the report definition.

Cancel

Select this to return to the previous screen without copying the report definition.

Import Report Definition

You use the Import function (accessed from the Functions menu) to import financial report definitions from another SYSPRO database.


	The import file is created by exporting the report definition from within the originating SYSPRO database (see Export Report Definition).

Once the file is successfully imported, you are given the option to delete or retain the original import file.

See Activity considerations in Notes and warnings.

Field Description

Import file name

This indicates the name of the import file, including the full path name.

This defaults to GENPGA.EDI.

In a client/server environment:

When browsing on the file name, the program first attempts to locate the file on the client machine. If this fails, the program attempts to locate the file on the server.
If the report was browsed from the client, then the file is copied from the client to the server's temporary SYSPRO path and imported.

File details These fields display the details of the import file and cannot be changed.

Date of export This indicates the date on which the import file was created.

SYSPRO version This indicates the SYSPRO program version used to extract the import file.

Report exported This indicates the report code of the report extracted to create the import file.

Report

This indicates the report code you want to create from the import.


	Once the report has been created, the report name cannot be changed.

Title This indicates the title for the report code entered at the previous field.

OK Select this to import the report definition.

Cancel Select this to return to the previous screen without importing the report definition.

Export Report Definition

You use the Export function (accessed from the Functions menu) to export financial report definitions to a file that can be imported into other SYSPRO databases.

The listview pane of the GL Define Financial Reports program displays the reports currently defined.

Field	Description
From	These fields display the report definition you want to export.
Report	This indicates the report code you want to extract. This is the report that was highlighted on the listview pane when you selected the Export function.
Title	The report title indicates the description of the report.
Export file name	This indicates the name of the export file including the full path name that you want to create. This defaults to `GENPGA.EDI`, but can be changed.
OK	Select this to export the report definition.
Cancel	Select this to return to the previous screen without exporting the report definition.

Notes and warnings

Restrictions and limits

Due to the file changes made in SYSPRO 7, reports written in prior versions of the software are no longer supported.
Reports written in a prior version of the software cannot be imported into SYSPRO 7. The SYSPRO 7 conversion must be run to update the report to SYSPRO 7 format. The SYSPRO 7 format of the report can be exported and imported as required.
To use the GL XML Report Viewer program to run a SYSPRO 7 format report in a client-server environment, you need to specify the location of the report as being on the client machine or leave the location blank. The report will not run if you specify that the location of the folder is on the server.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

The Import Report Definition options are disabled in a client/server environment when any of the following activities are denied against the operator code (Operators).

Activity	Description
Allowed to import from client	Controls whether an operator can use a SYSPRO import program to import data from a client machine (in a client/server environment).
File Browse on server (C/S system)	Controls whether an operator use the browse function to load the Browse on Files and Folders program to locate files on the server in a client/server environment. Operators can still navigate to a file or folder on the server by typing in the full path name in the entry field.

Hints and tips

Reports created using the GL Define Financial Reports program can be run in SYSPRO Reporting Services (SRS) - refer to GL Financial Report Writer reports in SRS for additional information.

Convert a standard report to a web-based report

From the listview of the GL Define Financial Reports program, highlight the report you want to convert.
Select the Change option from the Edit menu.

Alternatively, select the Change icon.
Select Report Options.
At the Report type option, select XML.
Select the XML Wizard option.
From the wizard, define the options you require.

Note that you can change the report type at any time from XML to Report and back again without the underlying report being affected.